2010 Practice Management Annual Conference PCLaw® Office Efficiency Tools – Calendaring, Phone Call & Document Management Presented by: Deborah Schaefer (203)

2010 Practice Management Annual Conference Practice Management Matter Manager Calendar Phone Call Manager Document Manager –Documents – Contact Manager Outlook Integration

2010 Practice Management Annual Conference Objectives Setup Calendar for timekeepers and staff to use Schedule appointments and to dos Display day, week, or monthly views for specific timekeepers Set up recurring appointments that occur on a regular basis Utilize Phone Call Manager to track phone calls and messages taken, as well as notify PCLaw® users that messages are waiting Transform received messages into to do’s on the Calendar, and post these items as billable time entries on the Client Ledger Navigate the different tabs of Document Manager, and add or modify documents in PCLaw® Manage documents associated with matters and contacts

2010 Practice Management Annual Conference Set-Up System Settings, Front Office Tab Turn On Calendar, Phone Call Manager, Document Manager Document Type Default Settings

2010 Practice Management Annual Conference Set-Up Workstation Settings – Calendar and Document Be sure indexer is running on Server

2010 Practice Management Annual Conference Set-Up Connection Settings Store Password Enable Connection to Windows Explorer, Internet Explorer and Microsoft Word, WordPerfect (if installed)

2010 Practice Management Annual Conference Set-Up Lawyers and Rate List. Use Calendar must be checked for timekeeper using calendar

2010 Practice Management Annual Conference Set-Up Appointment Codes, Holidays, Location Codes should be customized

2010 Practice Management Annual Conference Calendar Appointments, To Dos Linked Dates Recurring Entries Convert Calendar entry into a time entry Interface with Outlook Time Tab Calendar entry associated to matter Appointment Type and Location Codes

2010 Practice Management Annual Conference Calendar Whose calendar is being shown Different views Current Month Appointments, ToDos or Both Open Calendar

2010 Practice Management Annual Conference Calendar A BCDE FG HIJ K L M N

2010 Practice Management Annual Conference Calendar A - Description B - Matter C - Timekeeper D – Appointment Code E - Location F - Contact G - Task H – Due Date I – Reminder Date J – Start Time K – Duration, All Day L – To Do, Appointment, Private M – Priority N – Create Time Entry

2010 Practice Management Annual Conference Calendar Recurring Calendar Entries Linked Dates - Series of appointments and/or to dos with a common theme. -Appointments can automatically be entered into the calendar based only on one appointment. - Create template for each type of linked events.

2010 Practice Management Annual Conference Calendar All appointments and to dos associated to a matter will be shown on the Events tab of Matter Manager

2010 Practice Management Annual Conference Phone Call Manager Phone Messages –Alert User when they have a message Phone Calls –Receive –Originate –Notes –Contact/Person –Duration –Convert to Time Entry

2010 Practice Management Annual Conference Phone Call Manager Centrally track phone calls and messages Messages are associated with a user or users within PCLaw, notifications of new messages appear on the user’s workstation. Messages include the following details: Notes, Associated Matters, Related Contacts, Call Duration and Status. Create Time Entry from Phone call. Phone Calls include the following details: Matter, Contact(s) Create To Do from Phone Call.

2010 Practice Management Annual Conference Phone Call Manager

2010 Practice Management Annual Conference Phone Call Manager

2010 Practice Management Annual Conference Phone Call Manager All phone calls associated with a matter will be shown on the Calls tab of Matter Manager.

2010 Practice Management Annual Conference Document Manager Interface with Word or Word Perfect –Tool Bar Added Directory Hierarchy Documents are linked to matter Indexer –Workstation Settings –Location – PLIDXR32 Saving Documents Link Document to Contact Saving from other applications – Explorer Searching Capabilities

2010 Practice Management Annual Conference Document Manager Document Manager is accessed on Practice Management Quick Step or from Pull down menu File, Document Manager

2010 Practice Management Annual Conference Document Manager Saving documents to PCLaw –In Word or WordPerfect –Explorer

2010 Practice Management Annual Conference Document Manager Any type of file can be saved through Windows Explorer Multiple Documents can be saved to PCLaw in one step –Highlight multiple documents – Right Click Documents can be added from Matter Manager, Document Tab or Document Manager – Add Doc

2010 Practice Management Annual Conference Document Manager Screen used to save documents in PCLaw

2010 Practice Management Annual Conference Document Manager Searching all documents saved in PCLaw – Content, Title, Document Type

2010 Practice Management Annual Conference Document Manager Searching from Documents Tab in Matter Manager

2010 Practice Management Annual Conference Document Manager

2010 Practice Management Annual Conference Contact Manager Main Types – Client, Vendor, Contact Reports Export report to Excel Assign type Link to matter(s) Associate to Document, , Appointment Export to Handheld Labels

2010 Practice Management Annual Conference Outlook Integration What is linked Configuration –Options, Connection Settings, Outlook Entry in Outlook Tasks folder Registry Entries Outlook Connection Manager Hand Held Devices

2010 Practice Management Annual Conference Additional Training Opportunities For additional training opportunities, visit LexisNexis® University, where you may learn more about eLearning, eConsulting, Classroom, Anytime, and Just in Time Training class offerings. Also available are an extensive network of LexisNexis® Certified Independent Consultants (CICs) who offer on-site training, installation, and maintenance of Practice Management software systems.

2010 Practice Management Annual Conference Deborah J. Schaefer, CPA One Bradley Road, Suite 201 Woodbridge, Connecticut